The Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

Department Description: The Accounting & Treasury Unit of the Office of Financial Operations (OFO) is responsible for all transactional processes of the Institute, which includes Accounts Payable, Accounts Receivable, Payroll and general ledger oversight. The department completes the annual audit process, ensures compliance with all financial regulations, and provides financial information to internal staff, senior management, Board of Directors, and external parties.

Basic Function:

The Financial Assistant’s primary responsibility is to ensure all gifts and grants are accurately and timely processed in Salesforce’s Nonprofit Success Pack (NPSP) and NetSuite Accounting system and provide administrative support to the Accounting Department

Essential Duties and Responsibilities:

Nonprofit Success Pack (NPSP) Gift Duties:

• Enter all gifts, grants and pledges into NPSP, including but not limited to stock gifts, gifts in-kind and Ecommerce
• Prepare daily cash deposits and credit cards for processing, including preparing cash receipt entry and recording in NetSuite accounting system
• Maintain and file cash receipts reports and backups
• Liaison with programs/departments and financial services team to resolve issues pertaining to cash receipts and pledges for gifts and grants
• Work with Revenue Manager to produce and distribute monthly tax receipts to donors
• Assist with year–end audit requirements for gifts, grants and cash receipts
• Respond to customer inquiries related to tax receipts, gift and grant payments, etc., both internal and external
• Generate NPSP queries and reports as needed

Ecommerce Duties:

• Process Ecommerce transactions (Spark, NetCommunity, RegOnline, etc...); review for accuracy and completeness; update information and/or evaluate against policy
• Record all transactions in the NetSuite and NPSP systems
• Work with Programs, Web Team and Accounting to ensure Ecommerce forms are setup and functioning properly

Administrative and Other Duties:

• Maintain and distribute petty cash in DC Office and review receipts for compliance, reconcile and request replenishment
• Maintain Accounting and Grant Making files on AspenNet (Intranet) including uploading of new documents and configuration of files
• Responsible for maintaining corporate files including investments, tax filings, contracts and partnership documents
• Responsible for adding new account codes to NPSP and NetSuite accounting system and keeping Chart of Account list updated on AspenNet
• Assists Legal department and programs with requests for certificate of insurance for events
• Perform all other responsibilities as assigned.

Principal Interactions:

The Financial Assistant interacts routinely with all members of the accounting and finance team including CFO, as well as other GB&A departments, Office of Institutional Advancement and Program staff members responsible for departmental accounting functions.

Knowledge, Education and Experience:

• Associates degree with a minimum of one to three (1-3) years of experience in an administrative and accounting or related capacity, or the equivalent work experience, or a combination of education/experience required
• Knowledge of accounting and its application in a non-profit organization
• Knowledge of automated systems and related procedures and applications in an accounting environment
• Ability to work independently
• Attention to detail
• Requires strong Microsoft Office skills, especially Excel
• Excellent communication, analytical, organizational, and planning skills

Level of Authority:

• Non-supervisory position
• No budgetary authority

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.

Individuals needing an accommodation to complete the job application can contact HRSupport@aspeninstitute.org or call (202) 736-1074.